CASE Meeting Minutes 8-15-191
CASE COMMITTEE MEETING MINUTES AUGUST 15,2019
CHAIRPERSON: DANITA DEMPSEY, CASE MANAGER and LISA MATTIS COMMITTEE
CHAIR
1. Roll Call: Danita Dempsey, Mikaela Liewer, Eric Heil, Preston Neill - TOA Staff
Amy Phillips - Avon Town Council
Lisa Mattis, Ruth Stanley, Kathy Ryan, Pedro Campos, Tim Haley - CASE Committee
Jake Wolf, Jason Denhart, Chris Cofelice – Absent
2. Lisa made motion to adopt the July 11, meeting minutes
• All in favor
3. Danita asks to start with the appointment of Chair and Vice Chair
• Ruth nominates Lisa
• Tim seconds nomination
• Kathy thirds nomination
• Danita makes a motion to appoint Lisa as Committee Chair
✓ All are in favor
✓ Lisa leads Committee through agenda
• Lisa asked if anyone is interested in being Vice Chair
✓ No one from Committee offers and no one is nominated
✓ Danita suggests delaying Vice Chair roll until next meeting
✓ Committee discusses the roll of Vice Chair
✓ Eric defines Chair and Vice Chair rolls are to lead meetings and go through the agenda
✓ Lisa asks Committee if they are ok with postponing appointment of Vice Chair
✓ All are in favor
4. Eric states this is the time for Committee to add anything to the agenda
• Pedro would like to discuss Dancing in the Park
✓ Lisa states they will add to agenda if there is time
5. Lisa asks for update on RFP process
• Danita states final materials were sent out to promoters and will be loaded onto the Avon
website
✓ Pedro asks about a press release
✓ Danita states she is working with Liz Woods on that but would like to wait until its online
✓ Preston reminds Committee of the Town of Avon newsletter and other social media
outlets where RFP can be posted as well
✓ Lisa asks how long the process is and what the format is for applying
✓ Danita states RFP went out in regular PFD, fillable PFD and word document
✓ The rolls of staff and Committee are discussed, staff will review RFP and discuss with
producer before applications come to Committee
✓ Kathy would like to discuss the timing and if recommendations from staff will come
before the budget
✓ Eric states the budget recommendations will be reviewed at the next Council Retreat.
6. Lisa would like to discuss the role of the Committee in the RFP process
2
• Roll is defined by Danita as Committee is to serve as an advisory board, where as staff will
be more hands on with producers and working to find what fits before presenting to
Committee
✓ Danita explains the definition of “fit” aligning with the Towns brand, strategy and goals
✓ Eric supports definition and reiterates that the Town of Avon staff will review the
applications, deal directly with producers to make sure they are a good fit before making
recommendations to Committee and then onto Council
✓ Amy states the importance of the Committee to review all the proposals and thinks staff
should rate them or put in their recommendations, but Committee should be given all
proposals
✓ Eric suggests making certain events Signature events and then removing them from the
Events budget and Committee reviewing new events
o All are in favor
✓ Pedro asks for a date for reviewing RFP’s
✓ Danita suggests October 7th or 9th
✓ All agree on the 7th at 9am
7. Lisa moves onto reviewing of documents and budget for Town produced events for 2020
• Danita walks through process of 2020 budget
• Talent booking is discussed, and Eric states the rolls of both Council and Committee
✓ Eric would like Committee to play a role in recap
✓ Council will focus on funding
✓ Neither will play a roll in booking the talent
✓ All are in agreeance
✓ Pedro suggests making an event recap folder for Committee
• Danita reviews budget funding from 2019
✓ Committee is made aware of new line items in 2020
o Talent
o Stage production
o Marketing
✓ Eric adds that Town Staff will take over marketing for Town produced events
o Danita states it will be in collaboration with producers for 3rd party events
✓ Ruth asks if there is a marketing requirement listed in RFP
o Danita states producers are required to submit reporting which includes dollars
spent on marketing
o Lisa reminds committee its also employed in the producer’s tool kit.
o Danita states the producers tool kit had also gone out as part of the RFP packet
✓ Ruth asks how Committee can view the RFP packet
o Danita states RFP packet will be visible on Towns website on the 19th of September
✓ Lisa speaks to the line item in budget ($610,000) and asks if events listed below are taken
off the Committees plate
✓ Danita states the $610,000 number also reflects Salute budget as well
o Eric states that he would like to stick to a similar budget for Salute in 2020.
✓ Eric would like Council and the Committee to consider increasing budget for Avon Live
o Committee can stand behind an increase
3
o Discussions are made on whether or not the Town should apply through the RFP
process for additional funding.
o Amy thinks Council would like to see the town apply via RFP and submit proposals
for anything that isn’t a signature event.
✓ Lisa speaks about being clearer on what the metrics are
o Amy tells Committee that an email was sent out to Council asking to state what
those metrics are and mean to them personally.
o Danita reminds Committee that that not all events will hit all the markers.
✓ Eric discusses offering 3-year contracts to certain producers that would eliminate the
need for applying for funding on a year to year basis.
o Amy would like to see the producers with long term commitments provide the
committee with long term goals and a check in around January along with anyone
awarded money
o Danita reminds everyone that there will still be a process for producers to provide
deliverables and information on a year to year basis as it has always been
o Danita has highlighted events that should be offered the 3-year contract
o Committee would like to see the Triple Bypass, Soccer, and Lacrosse added to those
highlighted events
o Its reiterated that all producers will go through the RFP process for 2020 and Staff
and Committee will tag events they can offer long term contracts to for 2021.
8. Lisa moves onto the Strategic and Cultural Plan
• Preston reminds Committee that the current plan was never adopted by Council or the
previous Committee.
• Eric thinks all documents need to be worked through and adopted by both Council and
Committee.
• Danita would like staff to draft the documents and then the first draft can be sent to
the Committee for approval before being passed onto Council.
o Amy suggests a joint session for Committee and Council to approve the final
documents.
9. Committee moves onto discussing future agendas
• Tim would like to discuss the over all master plan of the park
o Eric agrees it should go on the future agenda for discussion
o Amy suggests the Committee should attend the budget retreat when the CIP’s
are discussed.
• Eric adds that retreat will be held September 10.
• Danita offers to pull out the pieces from the Council Packet that pertain
to the CIP to help answer any questions the Committee has.
• Eric states the Town will start doing Community surveys for opinions on
the CIP’s
• Lisa wants to discuss templates for long term aspects of the park
• Committee agrees to revisit the issues they had with Dancing in the Park
• Amy touches on the structure of the Committee meetings
o Lisa would like to see said items on future agendas after the adaption of
meeting minutes
4
• Public comments
• Staff updates and brain storm
o Lisa suggests going to a 2hr meeting time and peeling back as needed
• All agree
• All agree to set next meeting for September 12 from 12-2
Respectfully submitted by
Mikaela Liewer
Special Events Coordinator